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Import (Names and Addresses) 

This utility is designed to allow you to…

Before You Start – Tips Regarding CSV & XLS Files

CSV files can be loaded into Excel and then re-saved as XLS ones, so you can use this technique to switch between the two file formats. Importing from an Excel file (i.e. the “.xls” type) is far more reliable than a “.csv” one. Furthermore, to import reliably from an Excel spreadsheet you should always ensure that…

Importing from Outlook

This is described below, but refer to Diary, Import from Outlook to see how to get the data out of Outlook in the first place. 

Import from a Excel Spreadsheet (XLS) or Comma Separated Variables (CSV) File

To load a file, for example, into the “Business Clients” address set as shown below, starting from Durell’s “Main Menu”…

Import, from Excel.png

Importing Advisers and Leads - and Setting a Default Adviser and Lead for Each Client

This importing is done in just the same way as clients, above, but note...

1. When importing Advisers and Leads you should pass their reference codes, comprising 4 characters for advisers and six for leads, to the Durell field called "Initials" (e.g. Adviser Frank Smith might have a ref code of FRSM, or FSMI, etc, which should go to the "Initials" field. Do not put this code into either the field called "Adviser" or the one called "Lead".

2. When importing Clients you should pass their default Adviser and Lead's reference code (if they exist) to the Durell fields called "Adviser" and "Lead", where these codes should match Adviser and Lead ref codes in your Durell database (n.b. it's better to leave these fields blank than to pass incorrect ref codes). Do not use the Durell field called "Initials" for clients (see Advisers & Leads above), as this field is only for setting-up Advisers and Leads.  

Re-importing Client Data

In order to re-import data you must first use the facility in Durell to export to a spreadsheet (see Documents, Spreadsheet, Output), ensuring that you include the unique client identification field, called “Record” in the “Client Details” table, as shown below at the top of the “Selected” fields. Then after modifying the exported records in Excel, to re-import the data you simply use the standard facility to import from an Excel or CSV file, described above, ensuring that you include the “Record” field so that it gets correctly re-located. 

Import, data fields set.png

Import Data from Another Durell Solutions Database (i.e. Merge two Durell Systems)

Use the “Import data from another Durell Solutions database” option to load names and addresses from, for example, another Durell user’s system…

The above routine should only be used once for each set of data. If the same data is imported more than once then every record will be re-created in the recipient database with a new record number. So for example, if you were to import a database that contained a “BLOGGS F” three times then the recipient database would end up with three “BLOGGS F” clients. To re-import data correctly see “Re-importing Client Data” above. 

Import, from MDB.png

Changing Imported Mailshot Data (e.g. From “M” to “Male”)

When you import data from spreadsheets it may not be in the form you require. For example the user-define mailshot field for “Gender” might contain the values “M” and “F” instead of “Male” and “Female”. To change any such data held in the user-definable mailshot fields see Mail Shot, Bulk Change Mailshot Data

Editing Excel Data Fields (e.g. Create “Mr R White” from “Mr”, “Robert” & “White”)

Microsoft’s Outlook, for example, stores “Title” (e.g. Mr), “First Name” (e.g. Robert) and “Last Name” (e.g. “White”) as separate fields, where Durell requires a combination of these to create the first line of each postal address (i.e. Durell’s field called “Address line 1”, which typically will be something like “Mr R White”). Provided you have a copy of Excel you can edit the Outlook export file to include such a combined field before you import it into Durell, as follows…

Import, Excel 1.png

To repeat this for the whole of column “A”…

Import, Excel 2.png